Overview
Every new Timesheet entry starts as Awaiting Approval — including entries logged by Super Users and administrators. It becomes Approved only when a Super User or a user with Timesheets › Administrate selects it and clicks Approve, usually on the Timesheets page in the Backend.
Mobaro has no Rejected state. To undo an approval, use Reject Approval, which returns the entry to Awaiting Approval. To reject what was submitted, edit or delete the entry. To log time in the first place, see Create a Timesheet entry.
At a glance |
|
Who can do this | Super Users, or a Role with Timesheets › Administrate |
Where | Timesheets; also an Assignment's or a Result's Timesheet entries |
Works on | Backend (web) |
Availability | All organizations |
💡 Why this matters: Timesheets often feed payroll, billing and compliance reporting. A regular approval routine keeps that data trustworthy: approved entries are locked for their owners, so what you approved is what gets paid or invoiced.
The two approval states
State | What it means |
Awaiting Approval | Every new entry. The owner can still edit or delete it. |
Approved | Approved by a Super User or a user with Timesheets › Administrate. Locked for its owner: only those administrators can change it, delete it or click Reject Approval. |
Editing an entry never changes its state, whoever makes the edit. Only Approve and Reject Approval do. See Editing or deleting submitted Timesheet entries.
Approve entries on the Timesheets page
1. Open Timesheets
In the Mobaro Backend, go to Timesheets. With Timesheets › Administrate you see everyone's entries; other users see only their own.
2. Find the entries to review
Use the filters: time range, User, Show Unapproved (only entries awaiting approval) and Type. The search box matches the description, the Assignment name and the External ID. An icon on each row shows Approved or Awaiting Approval.
3. Select the entries
Click an entry to select it. To select several, click Toggle multi/single select first.
4. Approve them
Click Approve. Every selected entry that was awaiting approval becomes Approved; entries that were already approved stay as they are.
Approve from an Assignment or Result
Select an Assignment under Assignments, or a Result under Results, and click Timesheet entries. In the Timesheet dialog, select one entry and click Approve. This works one entry at a time, and the dialog has no Reject Approval — use the Timesheets page for that.
Reverse an approval
On the Timesheets page, select the approved entries and click Reject Approval. They return to Awaiting Approval, and their owners can edit or delete them again. Mobaro doesn't notify the owner and doesn't record a reason.
⚠️ Heads-up: Reject Approval doesn't change data that has already left Mobaro. Payroll files, exports and integrations that ran while the entry was approved still show it. Reverse approvals before your payroll or billing cutoff.
Reject an entry
Pick the action that matches the problem:
The work is real but the entry is wrong — edit it. Administrators can edit any entry, including approved ones; the entry keeps its state. Or click Reject Approval so the owner can correct it, then approve it again. See Editing or deleting submitted Timesheet entries.
The entry shouldn't exist — select it and click Delete time entry, then confirm with Yes.
🛑 Critical: Deleting a Timesheet entry can't be undone in Mobaro — there's no restore. The Mobaro API still returns the entry with isDeleted: true, so integrations and payroll exports must filter out deleted entries.
Best practices
Review entries on a fixed rhythm — daily for busy maintenance teams, weekly otherwise — using Show Unapproved as your review queue.
Approve everything for a pay period before you export it. See Reporting and exporting Timesheets.
Tell the user when you edit, delete or reject the approval of their entry; Mobaro doesn't notify them or store a reason.
Give Timesheets › Administrate only to the people who approve time.
Frequently asked questions
What can I do with Timesheets › Administrate?
Approve entries and Reject Approval, see everyone's entries on the Timesheets page, log time for other users, and edit or delete any entry — including approved ones — in the Backend.
Why can't our managers see everyone's timesheet entries?
They need Timesheets › Administrate (or Super User). Without it, the Timesheets page shows only a user's own entries. Add the permission to the managers' Role — see Set up Roles to manage permissions.
Are timesheet entries approved automatically?
No. Every entry starts as Awaiting Approval, including entries logged by Super Users and administrators, and editing never approves an entry. Someone with Timesheets › Administrate must click Approve; administrators can approve their own entries that way.
How do I reject a timesheet entry?
There's no Reject action or Rejected state. Edit the entry to correct it, or delete it if it shouldn't exist. To undo an approval, select the entry on the Timesheets page and click Reject Approval.
Are approved timesheet entries locked?
Yes, for their owner. Only Super Users and users with Timesheets › Administrate can edit or delete an approved entry, or click Reject Approval so the owner can change it. See Editing or deleting submitted Timesheet entries.